What to Do When QuickBooks Desktop not sending emails after Windows updates?

Bob Martin | 4 March 2025

QuickBooks Desktop Not Sending Emails: Unraveling Communication Barriers

The ability to send emails directly from QuickBooks Desktop is a vital feature for businesses, enabling seamless communication with customers, vendors, and employees. However, when this functionality fails, it can disrupt your workflow and cause delays. This guide explores the common reasons why QuickBooks Desktop might not be sending emails and provides detailed troubleshooting steps to resolve the issue.

Common Causes of QuickBooks Desktop Email Sending Issues:

Incorrect Email Settings:
- Incorrectly configured email settings within QuickBooks Desktop (SMTP, webmail, or Outlook).
- Outdated or incompatible email client versions.
- Issues with the connection between QuickBooks Desktop and your email client.
Email Client Issues:
- Problems with your email client, such as Outlook, Thunderbird, or webmail integration.
- Email client not set as the default email program.
- Email client blocking QuickBooks Desktop's access.
Antivirus or Firewall Interference:
- Security software blocking QuickBooks Desktop from accessing email functions.
- Overly aggressive firewall settings preventing email communication.
Corrupted QuickBooks Installation:
- Damaged or incomplete QuickBooks installation files.
Windows Operating System Issues:
- Corrupted Windows system files or outdated Windows updates.
- Issues with user account permissions.
Outdated QuickBooks Version:
- Using an outdated version of QuickBooks Desktop that has known email sending bugs.
Network Connectivity Issues:
- Problems with internet connectivity that prevent email communication.
Damaged QuickBooks Templates:
- Corrupted email templates within QuickBooks Desktop.
Third Party Add-on Conflicts:
- Conflicts with third-party applications or add-ons integrated with QuickBooks Desktop.
MAPI (Messaging Application Programming Interface) Issues:
- Problems with MAPI, which QuickBooks Desktop uses to communicate with email clients (especially Outlook).
SMTP Server Issues:
- If using SMTP, issues with the SMTP server settings or availability.

Consequences of Email Sending Failures:

Delayed Communication:
- Inability to send invoices, statements, or other documents promptly.
Increased Manual Work:
- Requiring manual saving and sending of emails, which is time-consuming.
Customer Dissatisfaction:
- Delays in receiving documents can lead to customer frustration.
Cash Flow Problems:
- Delays in sending invoices can negatively impact cash flow.
Missed Deadlines:
- Potential missed deadlines for sending out statements or reports.
Loss of Documentation:
- Inability to send important documents that are needed for audits or legal purposes.

Troubleshooting Steps to Resolve Email Sending Issues:

Verify Email Settings in QuickBooks:
- Go to "Edit" > "Preferences" > "Send Forms."
- Ensure your email settings are correctly configured (SMTP, webmail, or Outlook).
- Test the connection to your email client.
Check Email Client Settings:
- Ensure your email client is set as the default email program.
- Verify email client settings and functionality.
- Check for any security settings that might be blocking QuickBooks Desktop.
Temporarily Disable Antivirus and Firewall:
- Temporarily disable security software to check for conflicts.
- If the issue resolves, configure your security software to allow QuickBooks access.
Repair or Reinstall QuickBooks Desktop:
- Run the QuickBooks Install Diagnostic Tool or perform a clean install.
Update Windows and QuickBooks:
- Install any available Windows updates and ensure you are using the latest version of QuickBooks Desktop.
Check Network Connectivity:
- Ensure a stable internet connection.
Repair Damaged QuickBooks Templates:
- Try using a different email template or create a new one.
Disable Third-Party Add-ons:
- Temporarily disable any third-party add-ons to check for conflicts.
Test with a different email account:
- To rule out email account related issues, try sending emails from a different email account.
Check for email client updates:
- Ensure your email client is up to date.
Test sending a different type of email:
- Try sending a test email from a different application to rule out general email issues.
Check MAPI settings (Outlook):
- If using Outlook, ensure MAPI is functioning correctly.
Verify SMTP Server Settings:
- If using SMTP, ensure server address, port, and authentication are correct.
Check SMTP Server Availability:
- If using SMTP, ensure that the SMTP server is online and available.

Q&A:

Q: Why can't QuickBooks Desktop send emails?

A: Common causes include incorrect email settings, email client issues, and security software interference.

Q: How do I check my email settings in QuickBooks Desktop?

A: Go to "Edit" > "Preferences" > "Send Forms."

Q: How do I set my email client as the default program in Windows?

A: Go to "Settings" > "Apps" > "Default apps" and select your email client.

Q: Can antivirus software block email sending?

A: Yes, security software can sometimes block QuickBooks Desktop from accessing email functions.

Q: How do I run the QuickBooks Install Diagnostic Tool?

A: Download the tool from Intuit's website and run it.

Q: Can damaged email templates cause sending problems?

A: Yes, corrupted templates can interfere with email functionality.

Q: What if I can send emails from my email client but not from QuickBooks?

A: The problem is likely related to QuickBooks Desktop settings or integration.

Q: How often should I update QuickBooks Desktop?

A: Install updates as soon as they become available.

Q: Can a slow internet connection affect email sending?

A: Yes, a slow or unstable internet connection can interrupt email communication.

Q: What if none of these steps work?

A: Contact Intuit support or a qualified IT professional for further assistance.

Q: What is MAPI?

A: Messaging Application Programming Interface, used by windows applications to interact with email clients.

Q: How do I check my SMTP settings?

A: Your SMTP settings are usually provided by your email provider.